25-29 July 2013 Event Information and Registration Pack
Contents Page Introduction to Chalvington Group and Children s Respite Trust 2 The Challenge 3 Important Information 4 Itinerary 6 Fundraising Commitments and Support 7 Registration Form 8 Terms and Conditions 9 Sponsorship Forms 10 1
INTRODUCTION TO CHALVINGTON GROUP AND CHILDREN S RESPITE TRUST Hello and thank you for your interest in our event. The information included in this pack detail our event in July for which I hope you will decide that you wish to join us in our latest fundraising adventure. THE CHALVINGTON GROUP The Chalvington Group is a Hailsham-based organsisation specialising in business services including Telephone Systems, IT, Calls and Lines, Business Mobiles and Energy. As a long-established company we not only focus on our opportunities to develop our business but to contribute to the local community most specifically charities within the East Sussex Area. Our internal teams are dedicated to fundraising and support for our annually selected organisation and welcome business contacts, friends and family to join them in their activities. In 2011 a team of six completed the Three Peaks Challenge, raising over 3,000 for Meningitis Trust and last year Gun Hill based SASBAH benefited from an impressive 15,500 raised over the course of 2012. For 2013 our Charity of the Year has been named as East Hoathly s Children s Respite Trust with the main challenge being the famous London to Paris Bike Ride which promises to be an amazing experience for all involved. CHILDREN S RESPITE TRUST The Children's Respite Trust is a registered charity that supports children with disabilities and serious illnesses and their families by helping them to get a break. The respite stays, or short breaks as some people call them, are provided in privately run centres, which are carefully vetted and selected together with the families. Caring for a child with extraordinary medical and care requirements is a part of everyday life for the families of those affected, but the opportunity for a night s sleep, to do some shopping or to spend hard-to find one-to-one time with siblings is not only rare but very precious. Find out more at http://childrensrespitetrust.org.uk/ 2
THE CHALLENGE This classic journey between two capital cities will take you through the garden of England, across the English Channel, through quaint French towns and medieval forests to the fabulous city of Paris. It s a wonderful feeling heading down the Champs Elysees on the final stretch with the Eiffel Tower Looming ahead! Starting in central London, our route takes us south out of the city onto the quiet rural roads of Kent. Upon arriving into Dover, we embark upon a late afternoon crossing in time for a sit-down dinner and rest on board. Over the next three days we cycle south towards Paris with stopovers at Arras and Compiegne. Our route takes us along undulating country roads, through picturesque farmland, historic battlefields and finally into the bustle of Paris. This magnificent city has a great deal to offer and on Day 5 you will get the opportunity to explore while your bike is transported back to London. The trip includes: All accommodation (in B & B s/hotels) All breakfasts and lunches, tea and coffee (and of course biscuits) Ferry crossing to France and Eurostar to London Cycle Leader/Support vehicle and luggage/bike transfer to London The trip does not include: Bike and helmet (available to hire for 70 this must be specified at the time of booking) Transport to and from pick-up and drop-off points Evening meals, drinks and snacks Optional excursions in Paris European Health Card (www.ehic.org.uk/internet/home.do) Insurance 3
IMPORTANT INFORMATION INSURANCE You are required to hold valid travel insurance for this trip and you will not be able to ride should you arrive without it. This must cover repatriation costs back to the UK. You must also bring a European Health Card (www.ehic.org.uk/internet/home.do) which are free and give you access to free healthcare anywhere in Europe. MONEY Meals each evening tend to cost between 10 and 20. You will also need to budget for any excursions, travel around Paris and lunch on day 5. You will need Euros to spend in France. PASSPORTS You are required to have a valid passport with at least six months from the date of entry into France. There are no visa requirements for UK citizens but travel insurance and a European Health Card are essential. These three documents will be checked by your Cycle Leader before departing London. TRIP SUITABILITY During the London to Paris bike ride you will be cycling for between 6 and 8 hours each day but this is not a race! This is a group trip and we like to cycle as such. You will be cycling through rolling countryside which can be hilly, and the pace will be determined by your Cycle Leader. If you are unable to keep to this moderate pace, you will be asked to travel in the support vehicle. You are advised to prepare before coming on the trip, anything cardiovascular will help as will of course cycling. Importantly you need to do some 6+ hour cycles so you will know what is required. You will need to get some hill practice in! A more detailed training plan will be available on request and regular group training sessions will be organized for those who wish to participate. Most important of all is a positive attitude! FOOD AND ACCOMMODATION Accommodation for this trip is basic Bed & Breakfasts/Hotels. All have hot water showers and basic amenities. Breakfast will vary each morning but will generally be a choice of cereals, toast, cooked items and fruit. Lunches will be laid out for you to help yourself at each of our lunch stops. They will include breads, ham, cheese, tuna, salad, fruit, pasta and cereal bars. We will also be stopping at shops along the way for people to buy snacks and drinks. Evening meals and drinks are not included in the price and we will give you the opportunity to eat out as a group at a local pub/restaurant. Approximate costs per evening meal 10-20. 4
EQUIPMENT We recommend road/touring bicycles for this trip. Please contact us if you are unsure whether your bike is suitable. Bikes are not included in the price, but are available to hire from us. It is very important that if you bring your own bike it is in good working order and you bring plenty of spares. Please bring at least two spare inner tubes. Your Cycle Leader will assist you with any minor bicycle repairs. You must bring suitable, reasonably new tyres (e.g. Continental Gatorskin, Bontrager Race Hardcase; Schwalbe Marathon Plus). We do not provide helmets but we strongly recommend you bring your own to wear. WEATHER AND CLOTHING It is crucial to be prepared for the weather! The trip will continue in all but the absolute worst of weathers. Generally the best clothes to wear while cycling are light and comfortable. Please bring a lightweight waterproof top and a lightweight windproof top. Make sure you bring enough clothes for each days cycling and for evening meals. Better to have and not need than to need and not have! LUGGAGE All luggage will be transported between B&B s/hotels as you cycle. You are therefore limited to one suitcase/large holdall and one daysack. Please bring a suitable bag to carry waterproof, windproof and snacks whilst cycling. This could be a small pannier or daysack. TOUR LEADERS All tour leaders hold a valid first aid certificate and have extensive experience leading groups in hostile and remote areas. They are employed to lead, care and encourage you on your trip. For this trip you will have at least one (depending on size of group) leader who will ride with the group and one leader who will be in the support van and generally supporting the London to Paris cycle group This challenge is being organised in conjunction with More Adventure www.moreadventure.co.uk 5
ITINERARY DAY 1: JOIN TOUR IN LONDON, CYCLE TO CALAIS (72 MILES) We meet early at Blackheath Common (07:30 for departure at 8:00am sharp) and after a short cycle through the outskirts of London our route passes along country roads through Rochester and Canterbury before meeting the ferry in Dover for a late afternoon crossing to Dover. Dinner can be purchased on the ferry and from Calais it is a short cycle to our B&B for a good nights sleep. DAY 2: CALAIS TO ARRAS (75 MILES) We begin our second day cycling through the rolling French countryside. Our route passes several small War Cemeteries, giving a glimpse into the interesting history of Northern France. Though we will encounter a few hills there is nothing too strenuous and our overnight stop is the historic town of Arras, which survived front-line action in both World Wars. DAY 3: ARRAS TO COMPIEGNE (75 MILES) Heading directly south along the country lanes the terrain is undulating with a few serious climbs. Our destination of Compiegne is located along the Oise River and is home to Compiegne Forest famous as the location of the signing of two wartime armistices, and the start of the famous Paris-Roubaux cycle race. We plan to arrive at our hotel with time to relax and enjoy this colourful French town. DAY 4: COMPIEGNE TO PARIS (57 MILES) Our relatively short final day into Paris will see us encounter a couple of short, steep climbs but by now you will be ready and prepared. Skirting around the Compiegne Forest we head for the north east corner of the city. As we enter the city the roads become considerable busier - where of course great care is taken. Heading for the centre of Paris we pass the famous Arc de Triomphe and Champs-Elysees before finishing under the Eiffel Tower for our important team photos. From here it s just a short cycle to our hotel in preparation for a celebratory meal! DAY 5: PARIS TO LONDON (NO CYCLING!) On our final day you will have the opportunity to spend the morning and afternoon exploring the wonderful city of Paris. Tickets for the Eurostar will be issued to you at breakfast and your bike and luggage will be transported home to meet you at St Pancras Station in London. You will be responsible for making you way to the Eurostar and from St Pancras to home. Please note: This itinerary is a guide and can sometimes be subject to change due to unforeseen circumstances. We endeavour to uphold the daily proposed mileages, but they can not be guaranteed due to possible changes to Bead & Breakfast/Hotel bookings. 6
FUNDRAISING COMMITMENTS AND SUPPORT At Chalvington Group we fundraise both individually and as a team and plenty of opportunities to join in with the group activities will be available. For this particular challenge we have a Quiz Night planned for 22 March 2013 at the Highlands Inn, Uckfield, a Table Top Sale/Craft Fair on 1 June 2013 at the Civic Centre, Uckfield and monthly street collections in either Uckfield or Hailsham. Event organiser Amie Cook will also be on hand to offer advice and support with personal fundraising and may be contacted on 01323 440555 or by email to a.cook@chalvingtongroup.com. DEPOSIT: 150.00 Payable no later than 5 March 2013 Payment may be either: cheque made payable to Chalvington Communications Ltd and sent to Amie Cook, Chalvington Group, 6 & 7 Apex Business Park, Hailsham, East Sussex, BN27 3JU. Or Electronic Payment to Lloyds TSB, sort code 30-92-86, account number 02247812 giving your name as the reference. STAGE PAYMENT: 400.00 Payable no later than 12 June 2013 Paid directly to the team Virgin Money Giving page the web address for which is: http://uk.virginmoneygiving.com/team/chalvingtontoparis2013 PLEASE NOTE: This payment doesn t have to be done all in one go! You will be collecting sponsorship as you go along all of which should be paid to the group page to enable the charity to benefit from Gift Aid as well as allowing them to pay for their contribution to the trip. All donations will be tracked and a running total kept for each individual team member. FINAL PAYMENT: 150.00 Payable no later than 15 September 2013 Again this must be paid directly to the team page and will likely be the last few bits of sponsorship you collect after finishing the challenge. These figures are the MINIMUM amount you will need to raise there is no upper limit! 7
PARTICIPANT REGISTRATION FORM PERSONAL DETAILS Name.. D. O. B. Address.... Postcode... Day Phone... Eve Phone Mobile... Email. I understand, accept and have read in full the terms and conditions of event organisers MORE ADVENTURE, and agree that by registering to take part in this event I do so entirely at my own risk. I also agree that I have read in full and understood the information pack provided with this form and that Chalvington Group do not take responsibility for including but not limited to: ensuring my suitability to embark on the trip, illness death or injury, nor any loss/damage to personal property. I understand and have read and agree to the fundraising commitment with regard to this event and enclose my 150.00 registration fee and agree that should I fail to meet the required payment deadlines any funds still due will be provided by me personally. Signed Date Name 8
More Adventure Terms and Conditions Consumer Protection In order to comply with EU Travel Regulations 1992 your deposit & final payment will be held in a trust fund until your holiday is completed. This is to ensure the financial security of your holiday. Cancellation by You If you cancel your holiday the person who signed the booking form must notify us in writing and will be subject to the following cancellation charges from the date of receipt of your letter/email. Notice of Cancellation Charge (% of Full Price) More than 56 days before start date: Deposit 28 56 days: 50% Less than 28 days before start date: 100% Cancellation by More Adventure In the unlikely event that we have to cancel a holiday, you will be entitled to a full refund. We reserve the right to cancel any trip that does not meet minimum group numbers. If this is the case no less than 28 days before the start of the trip you will be offered an alternative date or give a full refund. Insurance We strongly recommend that you take out adequate holiday insurance including medical cover, personal accident, loss of belongings & cancellation cover. We cannot be held responsible for your own illness, injury or loss/damage of your belongings while on holiday. Price Price includes everything as listed on the website and is based on 2 people sharing. A single occupancy premium can be requested, please contact us before booking. Bikes & Equipment In the interests of safety we reserve the right to refuse bike hire to those who we do not consider to be competent cyclists. You are responsible for the care & safe keeping of bikes and any equipment you use which belongs to More Adventure. You will ensure that bikes are securely locked to an immovable object when left unattended. In the event that the bike and/or any accessories are lost or stolen, you shall be responsible for the cost of replacing those items. Accommodation We endeavour to provide the best accommodation possible in line with that detailed on the itinerary. However this is subject to change with no notice given. Trip Itinerary All trips are subject to change without notice. Although unlikely, on rare occasions we may have to change certain aspects of a trip due to unforeseen circumstances. However we will endeavour to provide alternative arrangements to fulfil the trip satisfactorily. Customer Satisfaction We aim to provide fun and challenging trips. However, if you are not completely satisfied with your More Adventure experience then we welcome your feedback. 9
SPONSORSHIP FORM On 25 July 2013. will be embarking on the famous London to Paris Bike Ride to raise funds for Children s Respite Trust. As well as undertaking this amazing challenge they have committed to raise a minimum amount for the chosen charity for which all promises of sponsorship are gratefully received. Should you wish to donate online please visit our team page : http://uk.virginmoneygiving.com/team/chalvingtontoparis2013 stating the name of the person/s you are sponsoring. If you are a UK tax payer your donation will be eligible for gift aid at no extra cost to yourself, so please remember to tick the gift aid box if you wish Children s Respite Trust to benefit from this. Thank you! Name Address Amount Gift Aid? 10
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